There are three ways to provide input and share feedback with Town Council and Committees of Council.
For a comprehensive overview, please view the How to Share Your Feedback with Council & Committees Infographic or see the list below for details:
Members of the public can submit a letter or email, also referred to as correspondence, to Council or a Committee.
Correspondence is a written document submitted by a member of the public on any matter. It becomes part of the correspondence package circulated to Council/Committee members in advance of the meeting and is posted on the Agenda, Minutes & Reports page on the Town’s website. Any personal information you choose to disclose in your letter will become part of the public record and your name will be published in the Agenda.
Correspondence Deadlines for Council and Committee of the Whole Meetings
To correspond with Council, written correspondence should be provided to the Clerk's Division.
- If you wish to include general correspondence as part of the agenda package, your submission must be received by 9:00 a.m. on the Friday, 10 days in advance of the Council meeting and 11 days in advance of the Committee of the Whole Meeting.
- Following the release of the agenda, if you wish to comment regarding any matter included on the agenda, the deadline to submit correspondence is 9:00 a.m. on the Thursday immediately before the subject meeting.
Correspondence Deadlines for Committee of Council Meetings
To correspond with a Committee of Council, written correspondence should be provided to the Executive Assistant Committees of Council.
- If you wish to include general correspondence as part of the agenda package, your submission must be received two weeks in advance of the Committee Meeting on Friday by 9:00 a.m.
- Following the release of the agenda, if you wish to provide correspondence regarding any matter included on the agenda, you must contact the Executive Assistant Committees of Council to make your request.
Members of the public can make a presentation, also referred to as a deputation, to Council or a Committee.
Deputations allow members of the public to appear in person before Council, Committee of the Whole or a Committee of Council. For information regarding each option, please review the information below:
Deputations to Council and Committee of the Whole
- If you wish to present to Council during a Council or Committee of the Whole meeting, you must submit a completed Deputation Request Form and materials to the Town Clerk by 9:00 a.m. on the Friday, 10 days in advance of the Council meeting and 11 days in advance of the Committee of the Whole Meeting.
- Following the release of the agenda, if you wish to appear as a deputation regarding any matter included on the agenda, you must submit your Deputation Request Form and materials to the Town Clerk by no later than 9:00 a.m. on the Thursday immediately before the subject meeting.
Deputation material can be in the form of an email, letter or presentation. Once you have submitted your form and materials, the Town Clerk will confirm with you that there is room on the meeting agenda to accommodate your deputation, with 10 minutes allotted for each deputation.
Deputations to Committees of Council
- If you wish to present to a Committee of Council, you must submit a completed Deputation Request Form and materials to the Executive Assistant Committees of Council two weeks in advance of the Committee Meeting on Friday by 9:00 a.m.
- Following the release of the agenda, if you wish to appear as a deputation regarding any matter included on the agenda, you must contact the Executive Assistant Committees of Council to make your request.
It is important to note that there is a maximum of two Deputations permitted at each Committee of Council meeting, with 10 minutes allotted for each deputation.
It is important to note personal information included in correspondence and deputations may become part of the public record and included in the agenda package.
Decorum dictates respect for all opinions and individuals are reminded there is zero tolerance for coarse language and inappropriate behaviour.
During Council or Committee meetings, you have the opportunity to verbally provide your input on a topic or issue through a three-minute public comment period.
These comments are received by Council/Committees and are summarized into the minutes of the meeting to become part of the public record. The meeting minutes reflect the names of anyone who has provided verbal comments during the Public Comment Period.
Please be advised that the Public Comment Period is not intended as a time for Council, Committee of the Whole, or Committees of Council to receive questions from the Public.
While meetings take place virtually, any Public Comments for Council or Committee of the Whole should be filed with the Town Clerk. Any public comments for Committees of Council should be filed with the Executive Assistant Committees of Council.
Frequently Asked Questions
Please review the frequently asked questions to gain an understanding of the different forms of communicating with Town Council and Committees of Council. If you require further assistance, please contact the Town Clerk.
While meetings are currently being conducted virtually, members of the public can still participate in meetings in the following ways:
- To make a virtual deputation to Council and/or Committee of the Whole, or provide correspondence for inclusion on an agenda, please contact the Town Clerk.
- To make a virtual deputation to a Committee of Council, or provide correspondence for inclusion on an agenda, please contact the Executive Assistant to the Committees of Council.
- Public comments submitted will be read at the meeting by the Town Clerk (Council and Committee of the Whole), or by the Executive Assistant (Committees of Council).
All agendas, minutes and reports for previous and upcoming meetings can be found on the Agendas, Minutes & Reports page.
Correspondence is a written document submitted by a member of the public on any matter. This document may be part of the correspondence package circulated to Council in advance of the meeting and posted to the website, but is not necessarily discussed in detail or read aloud at the meeting.
Deputations are materials submitted to the Clerk's Office by members of the public regarding a topic of interest. They can be submitted through email, written, PowerPoint or other creative means. Once submitted, you then present your materials to Council, Committee of the Whole, or to a Committee of Council. These often include a dialogue between the presenter and members of Council/Committees being presented to. You must submit a completed Deputation Request Form one week prior to the meeting you wish to present, and materials will be included in the agenda and circulated to Council.
Following a deputation, Council will move a motion to receive the deputation. Council may also wish to provide further direction to Town Staff in response to the request for further information/data on the subject matter of the request. The motion passed by Council will be provided to the individual who made the deputation following the relevant meeting.
During Council or Committee meetings, you have the opportunity to verbally provide your input on a topic or issue through a 3-minute public comment period. These comments are received by Council/Committees and references will be incorporated into the minutes of the meeting to become part of the public record.
Comments shall not refer to personal, litigation or potential litigation matters, or be in response to matters that have been the subject of a Public Meeting it being noted that the verbal commenting period has ended. Written correspondence may still be received in response to matters that have been the subject of a Public Meeting.
For more information regarding governing the calling, place, and proceedings of the meetings of Council, please review the Town's Procedural By-law.
Decorum dictates respect for all opinions, and individuals are reminded there is zero-tolerance for coarse language and inappropriate behaviour.